Grand Coteau Retreats
Frequently Asked Questions for Group Leaders

How do I reserve a retreat?
Contact GCR to discuss dates, accommodations, and your group’s needs. Available dates may be placed on a soft hold while you plan. Request a contract when you are ready to proceed; a soft hold is not a confirmed reservation.

When is the deposit due?
A deposit of 20% of the contracted total is due within 14 calendar days after signing. If GCR does not receive the deposit by the deadline, your reservation may be voided and the dates released.

Can we change our number of attendees?
You may request to renegotiate your attendee count and corresponding room count up to 90 days before the retreat. Changes require GCR’s written approval. For contracts signed fewer than 90 days before arrival, the counts agreed upon at signing apply unless GCR approves a change.

Is there a minimum financial commitment?
Yes. Your group is responsible for at least 75% of the final contracted room count at the agreed rates. Your contract should specify how this minimum applies to your booking, including shared-room arrangements.

When will we receive our final invoice?
GCR issues the final invoice at the conclusion of the retreat. Final charges reflect attendance, agreed rates, the contracted minimum, and any approved additional charges.

What happens to our deposit after the retreat?
For a completed retreat with GCR-managed registration, the booking group’s deposit is refunded at the conclusion of the retreat.

If your group manages registration and submits an attendee import file, the deposit is credited toward the final invoice. Payments already received are included in the reconciliation.

How does attendee registration work?
For GCR-managed registration, GCR provides a registration page for attendees.

For group-managed registration, your group submits the required attendee information using GCR’s import-file format.

When are schedules and attendee information due?
Your completed retreat schedule and all required registrations or attendee import files are due at least 14 calendar days before the retreat begins. Later changes require GCR’s approval. Bookings made within that period need an agreed submission deadline.

What are the standard check-in and check-out times?
Check-in is at 4:00 p.m. Bedrooms will be ready at that time unless GCR notifies your group otherwise.

Bedroom check-out is at 10:00 a.m. All personal belongings must be removed by that time unless GCR approves later bedroom access.

Can our group arrive early or leave late?
Early check-in and late check-out may be available with GCR’s approval. Approved times must be confirmed in writing and included in your retreat schedule at least 14 days before the retreat.

Early arrivals—including group leaders, staff, and team members—require a separate confirmed booking. Approval to arrive early does not guarantee that bedrooms will be ready upon arrival. Approval to remain on campus after check-out does not automatically extend bedroom access.

Will everyone have a private room?
GCR guarantees at least one bed for each individual included in the confirmed overnight booking. A bed reservation does not automatically include a private bedroom or bathroom.

If rooms will be shared, the arrangement must be specified on the submitted intake form and confirmed by GCR. Private-room arrangements expressly confirmed in your booking remain part of the agreement.

Can we add rooms?
Additional rooms are subject to availability and GCR’s written confirmation.

What are the standard meal times?
The standard times are:

• Breakfast: 8:15 a.m.
• Lunch: 12:30 p.m.
• Dinner: 6:15 p.m.

All meal times are subject to change at GCR’s final discretion. Please coordinate requests with the front office before finalizing your schedule.

Can you accommodate dietary restrictions or food allergies?
Please submit dietary requests as early as possible, preferably at least 14 days before arrival. Special meal arrangements must be confirmed by GCR.

Because meals are prepared in a shared kitchen, an allergen-free environment cannot be guaranteed. Guests with severe allergies should discuss their needs directly with GCR before arrival.

What if someone needs accessibility accommodations?
Contact GCR as early as possible to discuss the guest’s needs and available arrangements.

Can GCR help with liturgical requests?
Clergy in residence may be available for Mass, Adoration, and Confessions. Submit requests promptly so GCR can coordinate availability. Specific times are not guaranteed.

Are there requirements for visiting clergy or retreat presenters?
Diocesan approval or a Letter of Good Standing may be required. Coordinate with GCR in advance to confirm the documentation needed for your clergy and presenters.

Who handles guest check-in?
Your group must designate a team member to welcome and check in attendees. Please also provide an on-site leader and backup contact.

Do youth groups need chaperones?
Yes. Groups with minors must provide an adequate number of qualified adult chaperones for continuous supervision, including overnight periods.

Staffing must account for the number and ages of participants, their needs, activities, and assigned facilities. Chaperones and supervision arrangements must be identified in the schedule submitted at least 14 days before arrival. GCR staff do not replace your group’s chaperones, and youth may not wander campus freely.

Can we request audiovisual equipment?
Yes. Submit equipment requests in advance so GCR can confirm availability and arrangements.

Does our booking include exclusive use of the campus?
Only if your written booking expressly includes it. Your contract identifies the accommodations, meeting spaces, meals, equipment, and services reserved for your group.

Can we cancel our retreat?
After signing, ordinary cancellation requires written notice received by GCR at least six months before the retreat begins.

If your contract is created and signed less than six months before the retreat, ordinary cancellation is not permitted without GCR’s written authorization. Signing within that period does not create a new cancellation window.

Later cancellation may leave your group responsible for contracted charges. Emergency provisions and applicable legal rights still apply.

Is the deposit refundable if we cancel?
Ordinary cancellation deposits are non-refundable. A transfer may be requested when GCR receives cancellation notice at least six months before the retreat. Approved transferred deposits must be used within 18 months after cancellation, subject to availability.

The deposit refund for a completed GCR-managed registration retreat does not automatically apply to a canceled retreat.

What happens if a hurricane or another emergency prevents the retreat?
The contract’s force majeure provisions address qualifying events that make the retreat illegal or impossible, such as mandatory evacuations, government closures, or serious natural disasters.

Notify GCR promptly. Depending on the circumstances, the parties may agree to reschedule, or the applicable termination and refund provisions may apply. Ordinary weather concerns, reduced enrollment, or lack of funds alone do not qualify.

Who is responsible for property damage?
Your group must promptly report damage and leave assigned spaces reasonably clean and orderly. The group may be responsible for documented repair, replacement, or extraordinary cleaning costs attributable to its breach or damage for which it or its participants are legally responsible.

Ordinary wear, preexisting damage, routine cleaning, and GCR-caused damage are excluded. GCR provides an itemized invoice and supporting information for additional charges.

Does our group need insurance?
Insurance requirements are specified in your contract. Confirm the required coverage and documentation with GCR before the retreat, including coverage for separately booked early arrivals and approved activities.

What happens to items left behind?
Lost items are generally held for two weeks before donation, subject to applicable law. Guests may arrange and pay for return shipping.

Who should we contact with questions?
Call 337-662-5251 or visit www.gcretreats.org.

This FAQ summarizes the group-booking contract draft. Your signed agreement governs your reservation. Proposed legal and insurance terms should be finalized before this FAQ is published.